Time Management

Time Management

Task 1 Which of the following

time management "types" are you?

While intended as fun, this time management exercise may provide you with some clues for more effective time management

The Fireman - For you, every event is a crisis.

Typically seen - Running to car.

The Over-Committer - Your problem is you can't say 'No'.

Typically seen - Hiding in rest room.

The Aquarian - There is such as thing as being too "laid-back"

Typically seen - Hanging out with feet on desk.

The Chatty Kathy - Born to socialize, you have astounding oral communication skills and can't resist exercising them at every opportunity.

Typically seen - Talking on cell phone

The Perfectionist - Finishing tasks to your satisfaction is such a problem you need more time zones, not just more time.

Typically seen - Hunched over latest project.

OBJECTIVES OF THE WORKSHOP

Plan and prioritize each day’s activities in a more efficient, productive manner

Overcome procrastination quickly and easily

Handle crises effectively and quickly

Organize workflow to make better use of time

Delegate more efficiently

DEFINITION

The key to time management is knowing ourselves, as we can't actually "manage" time; all we can manage is our own behavior.

WHAT IS IT EXACTLY ?

Time management is a set of principles, practices, skills, tools, and systems working together to help you get more value out of your time with the aim of improving the quality of your life.

SETTING SMART GOALS

• Goal setting is critical to effective time management strategies.

• Goal setting can be used in every area of your life.

• Some people blame everything that goes wrong in their life on something or someone else.

• Successful people dedicate themselves towards taking responsibility for their lives, no matter what the unforeseen or uncontrollable events.

PRIORITIZING YOUR TIME

It is about setting priorities and taking charge.

It means changing habits or activities that cause us to waste time.

It means being willing to experiment with different methods and ideas to enable you to find the best way to make maximum use of time.

THE 80/20 RULE

The 80/20 rule, also known as Pareto’s Principle, states that 80% of your results come from only 20% of your actions.

For most people, it really comes down to analyzing what you are spending your time on.

Are you focusing in on the 20% of activities that produce 80% of the results in your life?

THE URGENT/IMPORTANT MATRIX

Managing time effectively, and achieving the things that you want to achieve, means spending your time on things that are important and not just urgent.

IMPORTANT: These are activities that lead to goals achievement and have the greatest impact on your life.

URGENT: These activities demand immediate attention, but are often associated with someone else’s goals rather than our own.

Task 2

Crisis Problems deadlines

Opportunities Progress

High value Long term

Maintenance Routine tasks

Trivia

THE URGENT/IMPORTANT MATRIX (II)

MANAGING WORKFLOW

Remember, to take the S.T.I.N.G. out of feeling overwhelmed about a task, follow these steps:

Select one task to do at a time.Time yourself using a clock for no more than one hour.

Ignore everything else during that time.No breaks or interruptions should be permitted.Give yourself a reward when the time is up.

iPad Time Management – Priority Matrix App

i Google Activity Tracker

Apple iWatch

iPhone Time Management – Remind You App

TACKLING PROCRASTINATION

Procrastination means delaying a task (or even several tasks) that should be a priority.

The ability to overcome procrastination and tackle the important actions that have the biggest positive impact in your life is a hallmark of the most successful people out there.

WHY DO WE PROCRASTINATE ?

WHY DO WE PROCRASTINATE?

• No clear deadline• Inadequate resources available• Don’t know where to begin• Task feels overwhelming• No passion for doing the work• Fear of failure or success

SEVEN WAYS TO OVERCOME PROCRASTINATION

1. DELEGATE.

2. DO IT NOW.

3. ASK FOR ADVICE.

4. CHOP IT UP.

5. HAVE CLEAR DEADLINES.

6. GIVE YOURSELF A REWARD.

7. REMOVE DISTRACTIONS.

DELEGATING MADE EASY

• If you work on your own, there’s so much that you cant get it done, no matter how hard you work.

• One of the most common ways of overcoming this limitation is to learn how to delegate your work to other people.

• At first sight, delegation can feel like more hassle than it’s worth. By delegating effectively, you can hugely expand the amount of work that you can deliver.

• There’s a lot to this, but you’ll achieve so much more once you’re delegating effectively!

TASK3

Recognizing character types when delegating :

Can do ,Will do

Can`t do ,Will do

Can do , Won`t do

Can`t do ,Won`t do

WHEN TO DELEGATE

Keep these criteria in mind when deciding if a task should be delegated:

The task should provide an opportunity for growth of another person’s skills.

Weigh the effort to properly train another person against how often the task will reoccur.

Delegating certain critical tasks may jeopardize the success of your project.

TO WHOM SHOULD YOU DELEGATE?

What experience, knowledge, skills, and attitude does the person already have?

What training or assistance might they need? Do you have the time and resources to provide

any training needed? What is the individual’s preferred work style? Do

they do well on their own or do they require more support and motivation? How independent are they?

What is the current workload of this person? Does the person have time to take on more work?

HOW SHOULD YOU DELEGATE?

PROBLEM SOLVING

PROBLEMS MANAGEMENT

Task 4

What is the real reason ?

What is the apparent cause of the problem?

Has it work?

What is the current situation ?

How will a solutions be implemented?

What are the potential solutions?

CRISIS MANAGEMENT

• With better planning, improved efficiency, and increased productivity, the number of crises you encounter should decline.

• However, you can’t plan for everything, so we’ll look at what to do when a crisis does occur.

WORDS FROM THE WISE

HARVEY MACKAY: Time is free, but it's priceless. You can't own it, but you can use it. You can't keep it, but you can spend it. Once you've lost it, you can never get it back.

NAPOLEON BONAPARTE: Take time to deliberate, but when the time for action arrives, stop thinking and go.

STEVE JOBS: Your time is limited, so don't waste it living someone else's life.

BENJAMIN FRANKLIN: You may delay, but time will not.